Canyon Vista Medical Center
Senior Administrative Assistant
Canyon Vista Medical Center, Sierra Vista, Arizona, United States, 85635
Canyon Vista Medical Center
Job Title: Senior Administrative Assistant
Job Type: Full-Time
Who We Are: People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. Canyon Vista Medical Center is a 106 bed Joint Commission Accredited offering a number of specialty services. We are proud to serve our community with a Level III Trauma unit, Center of Excellence for Total Joint Replacement, Level I Nursery, American College of Radiology Accredited Facility, as well as many other state of the art services to ensure our patients are cared for. Where We Are: Sierra Vista, Arizona is a flourishing city located 75 miles southeast of Tucson. Thanks to our year-round temperate climate, affordable housing, low cost of living, access to healthcare and education facilities, not to mention the breathtaking natural beauty of majestic mountain ranges and the San Pedro River and outdoor activities, Cochise County residents enjoy an excellent quality of life. Why Choose Us: Health (Medical, Dental, Vision) and 401K Benefits for full-time employees Competitive Paid Time Off Employee Assistance Program - mental, physical, and financial wellness assistance Tuition Reimbursement/Assistance for qualified applicants And much more Job Summary The Senior Administrative Assistant provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned. Reports to:
Chief Executive Officer (CEO) FLSA Status:
Non-Exempt Job Requirements Minimum Education Associate Degree in Administrative Support, Office Management, or related experience preferred High School Diploma preferred Three years of administrative experience required Required Skills Excellent oral and written communication skills, with experience using Microsoft Office, Excel, Word, PowerPoint, Outlook, and TEAMS Requires critical thinking skills, decisive judgement, and the ability to work with minimal supervision Must be able to work in a stressful environment and take appropriate action, according to facility Code of Conduct and Core Values Previous experience on Lawson, Kronos, and Laborlytics software preferred Must work closely with CEO, CNO, CFO, People Services Director, Department Managers, Board of Directors, and Medical Staff Ability to work normal business hours and overtime as needed Verbal and written ability to give information and present ideas essential in administrative management, if requested Familiarity with organization and functions of each hospital department Ability to problem-solve effectively and handle stress in a positive manner Maintain harmonious relationships with nursing personnel, medical staff, hospital administration, and all hospital departments Essential Functions Responsible for fostering good relations in all encounters between customers, employees, and patients Maintain profound professional skills and ensure strict confidentiality Compose, type, and transcribe correspondence, forms, reports, minutes, presentation materials, and other written communications Manage preparations for senior management and department director meetings; record minutes as needed Plan and complete special projects and assignments by the CEO; organize Board and Leadership group social events, retreats, and other requested activities Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey, and other documentation necessary for continued operations of the facility Answer and screen calls for the CEO/CNO/CFO Pick up and deliver mail for CEO/CNO/CFO; open, read, sort, and prioritize mail Schedule and maintain appointment calendar for CEO Order office supplies as needed for office equipment; execute work orders for repair of office equipment Ensure that timecards and sheets are processed in a timely manner for the administrative department Maintain general knowledge of the Joint Commission standards within administrative department Prepare materials, agendas, minutes, etc., for meetings and events as assigned; take minutes for each Assist with Board of Trustee packets for monthly meetings: schedule meetings, forward to Board members, update/revise as necessary, and communicate information from the CEO and HSC timely to Board members Work with HSC to ensure Board of Trustee Bylaws are up to date Forward recommendations to the HSC contact that need DLP Joint Venture Board approval Prepare materials for board meetings as requested; coordinate with the accountant for presentation of annual financials; forward invoices/applications to accountant for processing Plan/coordinate special functions as requested Coordinate with HSC Recruitment Department to schedule executive-level interviews Assist with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications Process monthly invoice via P-card and renew quarterly subscription Process Kronos edit slips for administrative department Maintain and coordinate the contract files for all entities; serve as Administrator of the MediTract and Contract Collaborator systems Notify Executive Management and Department Managers of contract termination dates and ensure all contract renewals are completed timely Functional Demands Demonstrates adequate problem-solving skills Reading, writing, speech, hearing, and visual acuity are necessary in order to perform job Extended periods of sitting at a desk/keyboard; bending and reaching in normal course of filing, data retrieval, and occasional lifting Standing, sitting, walking occasionally throughout the day May be required to lift up to 30 lbs. Requires good analytical and communication skills Requires minimal supervision Adheres to hospital and departmental policies Demonstrates consideration and respect toward others Willing and able to adjust work schedule, as reasonably necessary, to meet the needs of hospital and departmental schedules EEOC Statement: Canyon Vista Medical Center is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color, race, sex, age, religion, national origin, disability, genetic information, gender identity, sexual orientation, veterans' status or any other basis protected by applicable federal, state or local law. Lifepoint Health is a leader in community-based care and driven by a mission of Making Communities Healthier. Our diversified healthcare delivery network spans 29 states and includes 63 community hospital campuses, 32 rehabilitation and behavioral health hospitals, and more than 170 additional sites of care across the healthcare continuum, such as acute rehabilitation units, outpatient centers and post-acute care facilities. We believe that success is achieved through talented people. We want to create places where employees want to work, with opportunities to pursue meaningful and satisfying careers that truly make a difference in communities across the country.
Who We Are: People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. Canyon Vista Medical Center is a 106 bed Joint Commission Accredited offering a number of specialty services. We are proud to serve our community with a Level III Trauma unit, Center of Excellence for Total Joint Replacement, Level I Nursery, American College of Radiology Accredited Facility, as well as many other state of the art services to ensure our patients are cared for. Where We Are: Sierra Vista, Arizona is a flourishing city located 75 miles southeast of Tucson. Thanks to our year-round temperate climate, affordable housing, low cost of living, access to healthcare and education facilities, not to mention the breathtaking natural beauty of majestic mountain ranges and the San Pedro River and outdoor activities, Cochise County residents enjoy an excellent quality of life. Why Choose Us: Health (Medical, Dental, Vision) and 401K Benefits for full-time employees Competitive Paid Time Off Employee Assistance Program - mental, physical, and financial wellness assistance Tuition Reimbursement/Assistance for qualified applicants And much more Job Summary The Senior Administrative Assistant provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned. Reports to:
Chief Executive Officer (CEO) FLSA Status:
Non-Exempt Job Requirements Minimum Education Associate Degree in Administrative Support, Office Management, or related experience preferred High School Diploma preferred Three years of administrative experience required Required Skills Excellent oral and written communication skills, with experience using Microsoft Office, Excel, Word, PowerPoint, Outlook, and TEAMS Requires critical thinking skills, decisive judgement, and the ability to work with minimal supervision Must be able to work in a stressful environment and take appropriate action, according to facility Code of Conduct and Core Values Previous experience on Lawson, Kronos, and Laborlytics software preferred Must work closely with CEO, CNO, CFO, People Services Director, Department Managers, Board of Directors, and Medical Staff Ability to work normal business hours and overtime as needed Verbal and written ability to give information and present ideas essential in administrative management, if requested Familiarity with organization and functions of each hospital department Ability to problem-solve effectively and handle stress in a positive manner Maintain harmonious relationships with nursing personnel, medical staff, hospital administration, and all hospital departments Essential Functions Responsible for fostering good relations in all encounters between customers, employees, and patients Maintain profound professional skills and ensure strict confidentiality Compose, type, and transcribe correspondence, forms, reports, minutes, presentation materials, and other written communications Manage preparations for senior management and department director meetings; record minutes as needed Plan and complete special projects and assignments by the CEO; organize Board and Leadership group social events, retreats, and other requested activities Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey, and other documentation necessary for continued operations of the facility Answer and screen calls for the CEO/CNO/CFO Pick up and deliver mail for CEO/CNO/CFO; open, read, sort, and prioritize mail Schedule and maintain appointment calendar for CEO Order office supplies as needed for office equipment; execute work orders for repair of office equipment Ensure that timecards and sheets are processed in a timely manner for the administrative department Maintain general knowledge of the Joint Commission standards within administrative department Prepare materials, agendas, minutes, etc., for meetings and events as assigned; take minutes for each Assist with Board of Trustee packets for monthly meetings: schedule meetings, forward to Board members, update/revise as necessary, and communicate information from the CEO and HSC timely to Board members Work with HSC to ensure Board of Trustee Bylaws are up to date Forward recommendations to the HSC contact that need DLP Joint Venture Board approval Prepare materials for board meetings as requested; coordinate with the accountant for presentation of annual financials; forward invoices/applications to accountant for processing Plan/coordinate special functions as requested Coordinate with HSC Recruitment Department to schedule executive-level interviews Assist with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications Process monthly invoice via P-card and renew quarterly subscription Process Kronos edit slips for administrative department Maintain and coordinate the contract files for all entities; serve as Administrator of the MediTract and Contract Collaborator systems Notify Executive Management and Department Managers of contract termination dates and ensure all contract renewals are completed timely Functional Demands Demonstrates adequate problem-solving skills Reading, writing, speech, hearing, and visual acuity are necessary in order to perform job Extended periods of sitting at a desk/keyboard; bending and reaching in normal course of filing, data retrieval, and occasional lifting Standing, sitting, walking occasionally throughout the day May be required to lift up to 30 lbs. Requires good analytical and communication skills Requires minimal supervision Adheres to hospital and departmental policies Demonstrates consideration and respect toward others Willing and able to adjust work schedule, as reasonably necessary, to meet the needs of hospital and departmental schedules EEOC Statement: Canyon Vista Medical Center is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color, race, sex, age, religion, national origin, disability, genetic information, gender identity, sexual orientation, veterans' status or any other basis protected by applicable federal, state or local law. Lifepoint Health is a leader in community-based care and driven by a mission of Making Communities Healthier. Our diversified healthcare delivery network spans 29 states and includes 63 community hospital campuses, 32 rehabilitation and behavioral health hospitals, and more than 170 additional sites of care across the healthcare continuum, such as acute rehabilitation units, outpatient centers and post-acute care facilities. We believe that success is achieved through talented people. We want to create places where employees want to work, with opportunities to pursue meaningful and satisfying careers that truly make a difference in communities across the country.